The very thought of planning a conference gives me shivers. There are just so many key elements that need detailed attention. Those of you who already have arranged small scale events like your kid’s birthday party or a Christmas dinner know very well how much effort is required to organize and manage single-handedly to make such events perfect. The work seems endless – fixing a budget, choosing a venue (if it’s not at home), selecting delectable dishes and drinks to make the guests happy, and so on. Thus, you can assume the amount of hard work that goes into organizing a conference as well. Planning a conference is a big responsibility and you must achieve excellence otherwise both the company’s and your reputation would be at stake. You must ensure that every aspect is double and triple checked before the ‘D’ day.
Now, let’s have a look at the 7 golden rules that may help you to smartly organize an outstanding conference in less time.
Decide on the Date
Your potential invitees may already have their diaries full on the date you’ve decided to host your conference. Without wasting any further time, let’s just send a proposal to them with the possible dates to host the conference or else select a week day, upon confirming that there aren’t any national holidays on the calendar. People tend to visit their families and go on a vacation on weekends, thus its best to avoid Saturdays and Sundays for a corporate program.
Work on the Budget
Find out how much money you can afford to spend and also pencil down the areas that need immediate investment. It can include things like venue booking to host the event, finalizing the menu and drinks for the day, etc. Always have a reserve fund to fall back on. Do not splurge away from the very first day. You can save on expenses when opting for an online event management solution, which takes your conference online. Hence, no need to rent a site or spend money on travel, accommodation, and on the caterer.
Choose a Venue
Select a venue that is close to the city center and has excellent access to public transport – cabs, buses, trains, and flights in case some of your attendees choose to fly in. Ensure that the site must also have a spacious parking area for private vehicles.
Send Invitation
Either design printed invitations or send online event invitations and reminders to all your potential attendees. Keep a staff handy to answer phone calls and reply to query emails, 24/7.
Decoration and Themes
You can beautify the event site with colorful blooming flowers, orchids, and plants. It looks nice plus in this way you can extend your support in favor of reducing carbon footprints on earth. You can also arrange for low watt power-saving lights instead of high energy consuming bulbs.
Food and Drinks
Confirm the menu before placing the order. It is always a good idea to keep a selection of vegetarian and non-vegetarian choices. Also have a selection of both soft and hard drinks. Decide on how the food will be served – staffs doing the rounds, buffet or a sit down three-course meal.
Keep a “Thank You” Speech Ready
You must say a big “Thank You” to all your guests for taking time out to attend your conference. Keep the microphones ready to deliver a short note of gratitude to all the guests. You can even ask the keynote speaker to thank the attendees post event.
